The UAMS Pharmacy Department will use the following system to generate orders for drugs and supplies.

A. Order Development

1. All drug products purchased by pharmacy are assigned a maximum stock level and a minimum par level.

2. Stock is inventoried and ordered daily. Items missing or at levels below par are reordered to reestablish sufficient levels of working stock.

3. Judgment is used to add items to an order for which on-hand inventories are still above the reorder point. This may occur with unusually high use of an item, or when the purchasing department is anticipating an extended weekend when restocking will not occur.

B. Ordering Process

Different order types are processed in different ways.

1. Delivery Orders are telephoned to the vendor. A copy of the Delivery order form is sent to the vendor, the UAMS accounting department and to the receiving dock.

2. Blanket orders are telephoned directly to the wholesale.

a. The cost of each order is deducted from the fund balance remaining in the contract account. b. The invoice of these orders usually accompanies the order. This is checked against the order recorded on the register.

c. Correct invoices are signed by thepurchasing pharmacist or designee and forwarded to the UAMS accounting department

d. Invoices that appear to need correction are coordinated with the wholesaler prior to sending to the accounting department.

3. Open purchase orders are handled using the UAMS Purchase Request Form. (See attached Sample copy).

a. The contract number for items on contract through UHC must be placed on the Purchase Request.

b. The contract price is entered and the total cost of all items is totaled.

c. If the item is not on contract, a price quote must be obtained from the vendor. This price and the name of the person giving the quote must be entered on the form.

d. The Fund, object and center codes must also be entered.

e. A separate order form must be used for each vendor.

f. The purchase order is forwarded to the UAMS Purchasing office for processing.

g. The order may be mailed to the vendor by the purchasing office of called to the vendor by the pharmacy purchasing assistant after a purchase order number is assigned.

h. Copies of the order are sent to the vendor, the accounting section, the receiving dock and the pharmacy.

4. Prime Vendor orders are entered via an electronic order entry device which feeds directly into the vendor computer system.

a. The prime vendor confirms the order by computer print-out within the hour.

b. This print-out serves as the hard copy purchase order.

c. The purchasing assistant reviews the print-out for completeness, accuracy and wholesaler stock-outs.

d. Critical items which are stock-outs must be obtained from an alternate vendor.